Remove excess data and unstable copies
Before encryption, remove duplicates, exported email threads, hidden comments, tracked changes and temporary office files that are not required for the review. Preserve the approved source separately and never clean by overwriting the only copy.
An HR analyst finds three manager drafts, an autosave file and a document with unresolved comments. The analyst preserves the approved source, selects the current draft, resolves comment visibility with the owner and deletes temporary copies under policy.
Run the control in five steps
- 01Work from a controlled copy of the approved source.
- 02Find duplicates, autosaves, exports, hidden comments and tracked changes.
- 03Remove unrelated personal data and unsupported allegations.
- 04Confirm the current author, version and approval state.
- 05Validate the clean draft before protected storage.
Preserve an accountable decision trail
Keep source reference, version, duplicate or temp-file rule, comment/redaction review, exclusions, validation result and approver. Do not put employee narrative in a cleanup ticket.
Stop and investigate when
- A temporary office file contains the newest content.
- Tracked changes expose confidential calibration discussion.
- Cleaning destroys the only retained source.
State what the control does not prove
Does not replace provider permissions, guaranteed backup, password recovery or enterprise identity management. Validate manager assignment, provider permissions, plaintext copies, retention and recovery separately.
Performance review security questions
Does saving as PDF remove all hidden content?
Not necessarily. Inspect comments, metadata, attachments and selectable hidden text.
Can duplicates be deleted automatically?
Only under a documented rule that preserves the authoritative version.
Sources for this decision
Links support specific control decisions and do not imply endorsement.